Booking credits: a balance for booking, top-ups and refunds

With credits, each booking uses up a balance handed out by the community itself. They are useful, for example, to give each home 8 padel bookings a month, to make peak hours cost more than quiet ones, or to keep track of passes a club sells on its own. Any type of community can use them, and they are free.

Credits are not money. They are not bought from Apoing and cannot be exchanged for money in Apoing: each community's administration loads them, by hand or with an automatic top-up. If your community charges for bookings, it does so on its own, outside Apoing.

1 · Turning on credits in the community

• Web: in Edit community, Credits section, tick Activate.
• App: in Manage › Credits, turn on Booking costs credits.

From then on, booking a calendar that has a cost requires enough balance.

Automatic top-up (optional)

If you want the balance to be loaded automatically, turn on the automatic top-up (on the web, Activate auto credits assignment) and choose:

• How often: every week (and which day), every month (the day of the month; if the month doesn't have that day, the last one is used) or every year (day and month).
• The credits loaded on each top-up.
• They add up (on the web, Cumulative credits): if on, the top-up is added to what is left; if off, the balance is reset to that amount on each top-up (whatever wasn't used doesn't carry over).

The automatic top-up loads active members (not those pending approval or disabled).

2 · Setting the cost of each calendar

The cost is set per calendar, so some calendars can cost credits and others be free:

• Web: in the calendar, Credits section. With a simple schedule, a single Cost per reservation. With an advanced schedule, a table with a different cost for each slot and each day of the week (for example, dearer from 18:00 to 21:00).
• App: in the calendar's schedule, Credits each booking costs (or a Credits field on each block, with an advanced schedule). It only appears if the community has credits turned on.

In calendars with capacity control, the cost is multiplied by the number of people in the booking. If a calendar has no cost, booking it doesn't use credits.

3 · Giving credits to people

Besides the automatic top-up, you can load credits by hand from Users (web and app):

• To one person: in their card, More › Give credits (web) or the Credit balance field when editing them (app, where you type the exact balance).
• To several: tick them (you can filter first, for example by group) and press Credits in the bar at the bottom.
• To everyone: on the web, More › Give credits to everyone.

Type the amount (0 to 99,999) and choose whether it is added to what they already have (box ticked by default) or replaces their balance. To take credits away, untick the box and type the new balance (for example, 0). Each person gets a notice with their new balance when it changes.

Administrators can do this, and so can anyone with a role that can manage users (see Roles and permissions).

Balance per home or per code

The balance goes by booking code: in a residents' community, by home. People who share a code (for example, a couple or a family's linked accounts) share the balance, and giving credits to several people in the same home loads them only once.

When someone changes home

In the credits settings you choose what happens to the balance (web: Edit community › Credits › When changing home; app: Manage › Credits):

• The balance stays in the home (default): the person uses the new home's balance, and the previous one stays there for whoever lives in it.
• The balance goes with the person: the previous home's balance moves to the new one and is added to what it had, only if nobody else is left with that code in the previous home (including people pending or disabled). If someone is left, the balance is shared and stays there so they don't lose it: we let you know and, if needed, you adjust the balances by hand.

Linked accounts that change home with their main account don't count as someone left behind. If you change the code from someone's card, their linked accounts don't move on their own and do count. When the balance moves, the person gets a notice. Each case is recorded for 24 months and the person can see it in Download my data.

Credits belong to each community: those from one can't be used in another. They don't expire.

When booking

• When you choose a slot you see what it costs and your balance. With an advanced schedule, the cost appears in each slot.
• If your balance isn't enough, the booking can't be made: you'll see «You don't have enough credits to make this reservation». In the app, the cost and balance turn red and the book button is disabled.
• When the administration books on your behalf, the credits come out of your balance.
• Administrators also spend credits on their own bookings.

Refunds when cancelling

If you cancel a booking within the time the community allows, you get back all the credits it cost. After that deadline it can't be cancelled, so there is no refund; there are no partial refunds. If the administration cancels it, the credits are also refunded.

• Waiting list: joining costs nothing; the credits are taken when you confirm the booking once the slot frees up. If you don't have enough balance then, it can't be confirmed.
• Bookings with approval: the credits are taken when you request it; if the administration rejects it, they are refunded.

Where to see the balance and the movements

People who book:

• In Calendar rules, under Credits: the cost of each booking, your balance and, if there is an automatic top-up, the next top-up.
• When booking: the cost and balance before confirming (in the app, also the balance after confirming).
• In the app, each booking in My bookings shows the credits it cost. On the web, the History of My bookings can be downloaded as a spreadsheet with a credits column.

The administration:

• Each person's balance, in their card and in the credits column of Users (with «With credits» and «No credits» filters in the app).
• Booking entries (web): each booking and cancellation with its credits (cancellations as negative), downloadable as a spreadsheet. It keeps the last 24 months.

Credit loads (by hand or automatic) have no separate history: what remains is the current balance and the notice each person receives.

Frequently asked questions